Administrative Assistant

The Administrative Assistant supports the Lakewood, CO branch of Siemens, which serves customers in the Denver, CO area. The role involves organizing office supplies/files, scheduling resources, answering phone calls, taking messages, responding to questions, directing callers, sorting and distributing mail, making copies, filing, drafting and editing routine memos and other correspondence, preparing and typing drafts, articles, reports, proposals, charts, and other documents, assisting with the preparation of presentations, reports, spreadsheets, and other documents, maintaining database information, and performing related duties as assigned.

Responsibilities

• Provide general administrative/secretarial support to a department or group of professionals under direct supervision.
• Exercise limited discretion and independent judgment to respond appropriately to administrative needs.
• Prepare and type drafts, articles, reports, proposals, charts, and a variety of routine correspondence using appropriate PC-based software packages for word processing, presentation, and spreadsheet applications.
• Proofread and edit drafts and final materials for appropriate and consistent format and correct punctuation, spelling, and grammar.
• Receive and respond to routine correspondence, following established procedures with limited management review.
• Compile basic information for inclusion in reports or presentation materials, prepare charts, graphs, and tables as necessary.
• Receive, screen, and route incoming telephone calls, furnish information when possible, and convey messages to appropriate personnel; place calls, receive visitors, and arrange appointments.
• Receive and distribute incoming mail, assemble correspondence for mailing, receive and transmit material using fax machine and collating and assembling documents.
• Maintain inventory levels of office and departmental supplies, initiate purchase orders as necessary to maintain proper inventory or meet department office supply needs.
• Maintain various department records in accordance with company policies and procedures.
• Schedule conferences, meetings, and appointments; notify attendees and make necessary arrangements.
• Arrange and confirm travel reservations selecting an economical and time efficient mode of transportation and lodging.
• Perform related duties as assigned.
• Exercise independent judgment.
• Assist with processing purchase orders and vendor set ups through Supply Chain Management Systems.
• Assist support team with additional projects and tasks, including Fleet Management, Customer Set Up, Safety admin coordination, SAP, and work center maintenance.
• Supports lead administrator with onboarding and offboarding, updating organization charts and lists, device ordering and access cards.
• Coordinate branch events (Culture Club).

Qualifications

• High School degree or state-recognized GED.
• 3-8 years of secretarial and administrative experience.
• Ability to exercise normal independent judgment and basic reasoning skills.
• Demonstrated on-the-job experience with report generation, presentations, and general correspondence.
• Likely to be legally authorized to work in the United States on a continual and permanent basis without company sponsorship.